W. Frank Steely Library University Library Advisory Committee: Departmental Allocations, FY 2010 Arne J. Almquist, Ph.D. Associate Provost for Library Services

W. Frank Steely Library ULAC – September 25, 2009 In FY 2009, the ULAC updated the Library’s departmental allocation formula. Since journals are no longer funded through the allocation, journals cost was removed as a factor in the formula. In some cases, this resulted in large increases/decreases in departmental allocations as compared between FY 2009 and FY 2010.

W. Frank Steely Library In addition … We experienced a $50,000 cut in library funding. Ongoing serials inflation increased the loss in purchasing power to approximately $125,000. Since we protected serials subscriptions, the effect of the cut increased the magnitude of the changes in individual departmental allocations. ULAC – September 25, 2009

f W. Frank Steely Library Total Departmental Allocations (before cap adjustment), FY 09 & FY 10 ULAC – September 25, 2009 Total Year to Year Decline: 25.6%

W. Frank Steely Library Comparison of Formula-Generated Departmental Allocations – FY 09/FY 10 ULAC – September 25, 2009

W. Frank Steely Library Formula Reductions Greater Than 30% ULAC – September 25, 2009

W. Frank Steely Library Playing Devil’s Advocate … Those departments with the largest potential cuts had the highest cost journals Those departments with the largest potential cuts had the highest cost journals Journal subscriptions have been purchased centrally (not from departmental allocations) for the past few years Journal subscriptions have been purchased centrally (not from departmental allocations) for the past few years When journal subscription costs were coming from allocations, departments indicated preference for journals over books (with limited funds When journal subscription costs were coming from allocations, departments indicated preference for journals over books (with limited funds With our new journals collection model, these departments have substantially more access to the journal literature than was previously the case With our new journals collection model, these departments have substantially more access to the journal literature than was previously the case ULAC – September 25, 2009

W. Frank Steely Library That Said… It is important to increase access to books and other non- journal/non-serial items for all departments over time It is important to increase access to books and other non- journal/non-serial items for all departments over time We also need to build a mechanism for the funding of high cost, specialized information resources rather than dealing with these on an ad hoc basis We also need to build a mechanism for the funding of high cost, specialized information resources rather than dealing with these on an ad hoc basis ULAC – September 25, 2009

W. Frank Steely Library To deal with the issue … We capped the amount of decrease that any one department could experience due to the combination of the formula change and budget cut at 30% We capped the amount of decrease that any one department could experience due to the combination of the formula change and budget cut at 30% We identified an amount of money that could be moved into the account ($10,463) to bring all departments to the cap without penalizing other departments. That is, departments did not lose funds to subsidize those whose allocations fell below 70% of the previous year’s allocation We identified an amount of money that could be moved into the account ($10,463) to bring all departments to the cap without penalizing other departments. That is, departments did not lose funds to subsidize those whose allocations fell below 70% of the previous year’s allocation ULAC – September 25, 2009

$ W. Frank Steely Library Comparison of Departmental Allocations with 30% Cap – FY 09/FY 10 ULAC – September 25, 2009 $10,463 added to raise all lines to the cap

W. Frank Steely Library Continuing Evolution of the Non-Serials Allocation Process Current YearFuture? Departmental Allocations$149,463$149,463 Departmental Allocations$149,463$149,463 Liaison Allocations$ 12,500*$ 25,000 Liaison Allocations$ 12,500*$ 25,000 Information Brokerage$ 8,000 $ 16,000 Information Brokerage$ 8,000 $ 16,000 * Represents greater than 50% reduction from prior years ULAC – September 25, 2009

W. Frank Steely Library Issues … Further Refinement of the formula? Additional dimensions? Further Refinement of the formula? Additional dimensions? Increase in the portion of the one-time purchases through pooled mechanisms? Increase in the portion of the one-time purchases through pooled mechanisms? Creation of a pool to facilitate the purchase of large, specialized (generally serial) information resources? Creation of a pool to facilitate the purchase of large, specialized (generally serial) information resources? ULAC – September 25, 2009